Administrative Assistant III

Solugenix; Los Angeles (CA); On-site; USD 57,005; Full time

Job summary

A technology services company is seeking an experienced Administrative Assistant III in Los Angeles, CA, for a 3+ month contract role. The candidate will provide administrative support to senior management, manage calendars, and coordinate meetings, while demonstrating strong communication skills and proficiency in Microsoft Office. This role demands initiative, sound judgment, and the ability to manage complex tasks efficiently.

Qualifications

• Requires 5+ years of experience as an administrative assistant.
• Demonstrates initiative by identifying issues and recommending solutions.
• Demonstrates sound judgment in resolving matters of high complexity.

Responsibilities

• Provides administrative support to senior managers.
• Manages calendars and schedules meetings.
• Coordinates meetings with internal and external contacts.
• Manages complex travel arrangements.
• Completes business expense claims promptly.

Skills

Effective written and oral communication skills

Initiative in identifying issues

Ability to prioritize work

Knowledge of Microsoft Office

Sound judgment in complex matters

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

This range is provided by Solugenix. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$41.38/hr - $41.38/hr

3+ Month Contract

Administrative Assistant III. This is a 3+ month contract opportunity based out of Los Angeles, CA (Onsite).

The level III Administrative Assistant demonstrates thorough knowledge in the assigned area and works under direction only as needed. The Assistant provides administrative support to senior managers and may also provide administrative support to a broader department or team. Additionally, the Assistant independently manages a range of tasks and acts as the first point of contact for internal and external queries.

Qualifications:

• Requires 5+ years of experience as an administrative assistant.
• Demonstrates initiative by identifying issues and recommending solutions.
• Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
• Demonstrates sound judgment in resolving matters of high complexity.
• Demonstrates ability to prioritize assigned work and complete in a timely manner.
• Demonstrates effective and professional service orientation and builds rapport with internal and external contacts.
• Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others.
• Demonstrates in-depth knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel, and PowerPoint.
• Demonstrates in-depth knowledge of the department's function and applies it to work assignments.

Responsibilities:

• Provides administrative support.
• Extensively manages calendars. Plans, negotiates, and schedules meetings to accommodate the manager and others. Uses discretion and judgment to determine the priority of meetings.
• Reschedules existing meetings if needed to accommodate meetings with more urgency. Keeps managers informed of upcoming appointments and deadlines.
• Coordinates meetings with internal associates and external contacts. Schedules meeting rooms, visitor passes, and equipment as required. Meets, greets, and escorts visitors, meeting attendees, and candidates. Drafts, collects, and distributes supporting documentation. May compile minutes and distribute follow-up materials as required.
• Manages complex travel arrangements. Reserves transport and accommodations, taking into consideration the manager's preferences, cost, and timing implications. Ensures that managers have the necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries).
• Completes business expense claims promptly and follows up on reimbursements if necessary.
• Produces general correspondence, reports, and presentations. May create documents transcribing from voicemail, recordings, or in-person meetings. Develops appropriate formats and checks for grammar, punctuation, and spelling.
• Manages incoming and outgoing mail and correspondence (post, email, etc.). Handles routine issues directly and prioritizes the remainder.
• Covers telephones and takes accurate written messages and notes. Provides back-up for other administrative assistants.
• Creates and maintains lists, files, and databases to enhance efficiency and productivity.
• Organizes and maintains information that may be sensitive, confidential, or technical in nature. Audits records for discrepancies and reconciles issues as appropriate.
• Identifies opportunities to improve work processes/flow to leverage own and department's workload.
• Keeps abreast of internal administrative policies, practices, and guidelines (e.g., conference call and WebEx best practices, travel and expense guidelines, Office Services processes, etc.).
• May order supplies and equipment and handle incoming invoices.
• May track, gather, maintain, and compile market or internal information, and generate reports.
• May conduct basic analysis and auditing.
• May conduct data analyses and present findings using graphs, charts, diagrams, and tables for inclusion in reports, brochures, and presentations.
• May train other administrative support staff on general responsibilities and provide work direction on day-to-day issues.
• Acts as the first point of contact for the team or department.
• Serves as the first point of contact for inquiries. Assesses the level of urgency, determines the business nature, and identifies what inquiries need to be directed to particular team members.
• Responds to internal and external queries concerning guidelines, procedures, or operations. Uses knowledge of the function and manager's role to independently resolve issues for managers, escalating and redirecting more technical inquiries as appropriate.
• Proactively develops relationships with key internal and external contacts in order to source information or redirect inquiries appropriately.
• May work on special projects as assigned.
• Performs additional responsibilities as assigned.

Pay Range for CA, CO, IL, NJ, NY, WA, and DC: $41.38/hour to $41.38/hour. Starting rate of pay offered may vary depending on factors including but not limited to, position offered, location, education, training, and/or experience.

Solugenix will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act and Ordinance. Applicants do not need to disclose their criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if we are concerned about conviction that is directly related to the job, applicants will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report.

Seniority level

Mid-Senior level

Employment type

Contract

Job function

Administrative